COVID-19

University-Wide Information & Resources

VIMS is working closely with William & Mary and its Emergency Management Team to monitor developments related to the coronavirus. For university-wide information & resources, visit W&M's COVID-19 website, which includes sections on online instruction, travel, and on-campus issues.

For official information about the coronavirus and COVID-19 disease, we encourage you to turn to the

VIMS-specific Information & Resources
Messages (most recent & archived)

Access the most recent and archived messages for VIMS and the broader W&M community.

Precautionary Sanitation Measures

In line with CDC recommendations, our Facilities staff is taking a number of steps to maximize wellness on our campus. Precautionary actions include:

  1. More frequent disinfection of hard surfaces in high-traffic public areas, such as door hardware, handrails, switches and other controls, and watercoolers
  2. Installation of hand-sanitizer stands in high-traffic building entrances
  3. Availability of disinfectant wipes in classroom and meeting rooms for wiping down frequently used surfaces.
Caring for Lab Organisms

The DRAS Office has developed a database of critical research activities (e.g., those needed to maintain research animals and live cultures). Contact [[v|luck,Mark Luckenbach]] with any questions.

Building Access
  • The exterior doors of Watermen’s Hall are all locked with the exception of the Visitor's Center entrance on the circle.
  • All other exterior doors on campus, including those with card access, are locked 24/7 and will remain so until further notice. Please remember to keep your keys and ID cards on you at all times for access.
  • Beginning at the close of business on March 27th, the gate to the Boat Basin will remain locked until further notice.
  • If you have a key and choose to use it to bypass any lock on campus, it is your responsibility to be sure the lock is secured after you have passed through. 

If you have any issues with access, please submit a work order or call Facilities Management at extension #7300.

Key Request Forms are available here.

Working from Home/Telecommuting

ITNS is taking steps to ensure that faculty, staff, and students are able to connect remotely to office computers via Remote Desktop. Full details are available on their Remote Resources webpage.

Here are some other instructions to help you work from home:

As always, for assistance with this and other ITNS issues, open a service ticket at https://ithelp.vims.edu.
Access Related Forms
Unit-specific Information & Resources
Hargis Library

In conjunction with W&M Libraries closures and social-distancing measures, Hargis Library is closed as of March 20th. Carol Coughlin will be working remotely; feel free to [[v|coughlin,contact her by email]] for assistance or to plan a zoom session.

Interlibrary Loan (ILL): for items not in our collections

  • ILL services continue to be available for items that can be provided digitally, you can still request articles and book chapters (new users must register first).
  • Need a book? They will check to see if a digital copy is available, physical items will not be requested.
  • If you currently have an item on loan from ILL, keep the book until further notice.

Intercampus delivery is not available at this time

  • If you have a book on loan from Hargis Library or other W&M Libraries, keep hold of it until further notice. All pending due dates have been pushed to May.

For those working on the VIMS campus:

  • If you have key access to the library, you may get a needed book. Be sure to fill out the loan form on the desk as usual practice. Make sure the library is locked when you depart; if you have problems, contact Security.
  • If you need an article from one of the bound journals, make a request via ILL and they will send a .pdf copy to you.
  • If you have questions about items, [[v|coughlin,Email Carol Coughlin]].

Employee Checkout/Sign-in forms:

  • [[v|coughlin,Email Carol Coughlin]] for clearance/confirmation of sign-in

Contribution numbers: [[v|coughlin,Email Carol Coughlin]]

W&M Libraries Resources to Support Teaching & Learning during the COVID-19 Outbreak: https://guides.libraries.wm.edu/remote

Note these free resources from library vendors

  • Chronicle of Higher Education
  • Films on Demand
  • JoVE (Journal of Visualized Experiments)
  • Kanopy Streaming Video
  • Many COVID-related resources

Keep up to date with access to the New York Times | Washington Post | Wall Street Journal. Info on creating an account is accessible at https://guides.libraries.wm.edu/remote/newspapers

LinkedIn Learning (formerly Lynda.com) – video courses and tutorials: https://www.linkedin.com/checkpoint/enterprise/login/51086953?application=learning

And for those new to Zoom: https://www.linkedin.com/learning/learning-zoom/stay-connected-with-zoom-meetings?u=51086953

News & Media Services

During the coronavirus closure, the News & Media Services office will be available to complete requests for routine services as follows:

Media Services
(Printing, lamination, binding, graphic design, business cards, etc.)

Sue Stein will be in the office 2 days a week for several hours to fulfill these requests. Otherwise, she will be working remotely from home. To promote social distancing, Sue will leave all completed work in the hallway outside of Suite 126 in Davis Hall so individuals can pick up their jobs at their convenience and not only when she is in the office. Please [[v|sstein,email Sue]] with your printing needs, new design requests, and other work that she routinely does for you. She will email you when completed work is ready to pick up.

Cascade Web Management
Continue to [[v|davem,email Dave Malmquist]] with any routine web additions or updates.

News & Social Media
Please contact [[v|davem,Dave Malmquist]] if you have a story concerning how the coronavirus has impacted your research, or if you’d like to share any novel approaches to maintaining your research, educational, or advisory activities in ways that enhance physical and mental health, whether individually or for the broader VIMS community and our social-media audience. As always, please continue to inform Dave of any contacts you have with the media, concerning the coronavirus or otherwise.

Nunnally Ichthyology Collection

The VIMS Nunnally Ichthyology Collection is currently closed to visitors and all outgoing loans have been suspended. Please do not ship collections or loan returns to VIMS at this time. Users may access our collections digitally at http://webportal.specifycloud.org/VIMSWebPortal/

Office of Sponsored Programs

OSP employees are working remotely. Until further notice, you can reach them during regular business hours (8:00 am – 5:00 pm) using the contact information below.

School of Marine Science

With the university’s academic and business operations continuity plans evolving, we want to update you on our plans for day-to-day operations in the Office of Academic Studies. Your well-being and the well-being of our entire community is our greatest concern, and supporting you in these unusual circumstances is one of our highest priorities.

Graduate Program Town Hall – Friday March 20, 2020 @ 2 pm
The spring town hall scheduled for this Friday will be held via Zoom. Dean & Director Wells will join us, Joe Martinez will join in to provide updates on the general VIMS policies for security on campus and Academic Council Chair Mark Brush will attend to help answer any questions you may have about the academic program continuity plan. Information on how to connect will be sent before the meeting. If you would like to submit questions in advance of the Town Hall, please use this link.

Office of Academic Studies Schedule - Staff Availability for March 17 to April 3
Office of Academic Studies (physical location) will be staffed on a reduced schedule effective Tuesday, March 17, 2020 through April 3, 2020. We will all be available by email and Jen Hay and John Griffin will be available by phone, 8 am - 5 pm on business days. Jen can be reached at 804-684-7106 and John can be reached at 804-684-7256. Cathy Cake will be in the office on a very limited schedule. We will all be available for face-to-face appointments via Zoom. If you would like an appointment, contact us via email to arrange a time.

Exemption from in-person participation in defenses, comps, quals, etc.
We are in the process of working out details for remote participation by students and committee members for pre-qualifying exams, comprehensive exams, qualifying exams, and thesis or dissertation defenses. It will take a little more time to generate a fully executable plan, but we hope to have a plan out by early next week.

Forms and Signatures
Virtually all of the School of Marine Science forms can be digitally signed and submitted electronically. Please remember that Adobe is the preferred platform and digital (e-signatures) are preferred when forms can be routed electronically to committee members. If you cannot e-sign the form, scanned forms with handwritten signatures will also be accepted. If you do not have immediate access to a scanner, you may initially submit a photo of your signed form via email but a scan or hard copy of the original form should be submitted as a follow up action. Please submit all forms directly to [[registrar]]. We urge you to keep copies of all forms for your own records.

Research
As of March 18th, VIMS and W&M are still open, and we will be maintaining normal operations within the health and safety recommendations identified by the CDC, VDH, and posted on the W&M website for information on COVID-19. As noted by Dean & Director Wells in the email he sent to the VIMS community a few minutes ago, faculty should be considering how to wind-down research should we face a broader shutdown. It is important that you discuss with your advisor how best to fulfill your research assistantship obligations and also discuss with them a contingency plan for thesis or dissertation research plans should VIMS need to close.

Teaching
The move to remote instruction poses many challenges to anyone in a teaching role, including graduate students. TAs should work closely with their instructor of record to determine what their role will be. Both TAs and Teaching Fellows (those teaching their own course as instructor of record) should familiarize themselves with this online resource developed by the Studio for Teaching and Learning Innovation (STLI) that is intended to help you transition to remote instruction. If a TA has any questions or concerns, please contact Linda Schaffner for graduate courses, or John Graves for undergraduate courses (Teaching Fellows and TAs)

Cancellations
In accordance with the university’s decisions, university sponsored events are cancelled through April 3rd. These cancelations include the GSA Café, Scientist Walks into a Bar, Grad Bash, and Diversity Week. We understand that this is disappointing but we appreciate your resilience and patience.

Services Across Campus
While W&M and VIMS remain open for normal business operations at this time, all offices are closed to the public as of March 18th. The following support services are continuing:

  • Health Center – William & Mary’s Health Center will remain open, but students are strongly encouraged to call 757-221-4386 for appointments. The Health Center’s hours and services can be found online though this link.
  • Counseling Services – Dr. Haygood-Jackson will continue to meet with the VIMS community by offering her counseling services over the phone. Appointments can be scheduled by calling her confidential number: 757-367-9137. Dr. Haygood-Jackson will originate the calls at the start of your scheduled appointment time. W&M’s Counseling Center is not taking any in-person appointments but you can call 757-221-3620 for further information or support.
  • The W&M Recreation Center is closed to all activity. We encourage you to get some sunshine and exercise closer to home.

In addition, it is important that you keep up to date on information by reading emails from Sam Jones, President Rowe, Vice President Ginger Ambler/Student Affairs and VIMS Dean & Director John Wells.

Academic Digest
We will continue to update you on important information and upcoming deadlines for the School of Marine Science through the Academic Digest that is sent out on Tuesday mornings.

Student Check-In Plan
We encourage you to regularly check-in with lab mates and friends during this unusual time of social distancing and telework arrangements. In Academic Studies we are framing this disruption as a great opportunity to explore new ways to do our work and stay connected. We encourage you to think about ways you can stay connected with other students in your department or in smaller groups. If you have any questions or concerns, feel uncertain about how the unfolding events will affect your academic program, or feel isolated in any way, please do not hesitate to reach out to one of us in the Office of Academic Studies.